What to expect from working with the best managed service providers

If you’re looking for Managed Print Services (MPS), you’ll want to make sure to work with one of the best managed service providers in the market. 

The best managed service providers don't just help your business achieve better productivity and efficiency; they can also help you improve your network security and get the most out of your printing devices.

But with so many printing companies offering different services at varied price points, it can be hard to choose a provider that’s right for you. If you’re just starting to consider the MPS approach for your business, or want to renegotiate an existing contract with your current managed service provider, here’s what you need to know.

What is an MPS provider?

MPS providers are usually third-party specialists who can help you manage all aspects of your business’s printing needs. They can help you optimise your print devices to save money, improve workflows, and enhance your organisation’s printing security and accessibility.

The best managed service providers will also ensure you never have to worry about toner replenishment and that professional technicians handle any maintenance and upgrades.

Here’s a quick look at just some of the benefits of having MPS in your firm:

• Optimise your printer fleet – reduce your total cost of ownership, and get the information you need to understand whether you need to consolidate or replace any devices.
• Improve security – add a layer of protection with device data and encryption, and ensure people have access only to the information they need.
• Get better control – an MPS provider can provide you with deeper insight into your print environments and help you refine your operational processes.
• Reduce your waste and environmental impact – some MPS providers employ innovative technology that can help you reduce your organisation’s wasted supplies, paper usage, and consolidate devices to lower electrical consumption.
• Minimise IT Support - Technologies that provide a single driver and centralised support for your print fleet can reduce the number of calls to your IT department.

What you can and should expect from your MPS provider

If you’re evaluating several vendors, look for print companies that are:

Knowledgeable, reputable and reliable

• Have they served other clients in your industry?
• Do they seem like they have a good track record of dealing with organisations like yours?
• Can they diagnose and solve any printing issues you’re facing, in terms you can easily understand?
• Can they provide insight into your print infrastructure?
• Are they flexible with their solutions, and are they transparent about pricing?

Innovative and results-driven

• Are the technologies they use on par with or better than what’s available in the market?
• Are they focused on helping you achieve the results you want, such as optimised workflows, cost savings, and simplified IT support?
• Are they able to help your organisation reduce waste?

What’s the best practice pathway to implementing MPS in your organisation?

If you’re confident your print vendor has the means to support your organisation’s managed print service needs, the next step is to enquire about how they plan on making MPS a functioning reality in your business.

You’ll know you’re in good hands if your print management provider has an implementation strategy that covers these five areas:

TIP: Getting involved in the implementation process keeps your provider accountable and helps you get the most out of what they have to offer.

1) Needs assessment

The first step to streamlining your printing fleet, maximising efficiency, and decreasing expense is to have a thorough understanding of your print environment and its associated costs.

Before implementing MPS in your organisation, your provider should perform a needs assessment to determine how each print device in your business is used and how much printing costs your business.

The assessment results will help your provider recommend the right solutions to achieve the goals and results you want.

2) Designing a custom solution

Every business, no matter the size, has unique printing needs.

Your MPS provider should develop a strategy that suits these unique needs and be able to accurately identify any gaps in efficiency that can be filled with an MPS solution.

The recommendations your provider makes should also include how the implementation project is to be carried out, and address any foreseeable short- and long-term issues (with necessary training, for example).

3) Project managing the actual implementation

Moving from a traditional to a managed print solution requires some participation from your business.

Depending on the scale of change, the implementation process – including installing new devices, configuring networks, setting up user permissions and more – can involve key personnel from your business and result in some disruption.

Your MPS provider should work with you to ensure that your organisation is clear on:

• What’s involved during the transition?
• who’s involved and in what way, from planning to roll out;
• how to minimise downtime; and,
• How to test for success along the way.

4) Ongoing management

If you’re still having headaches finding the right toner, or regularly call on different service and repair vendors for a varied fleet of devices in your firm, it’s time to stop.

One of the best things about partnering with an MPS provider is the convenience of having your consumables automatically topped up, and your devices regularly maintained and kept in the best working condition. It also frees up your IT team to focus its time on more critical tasks.

5) Continued optimisation

Making the change to an MPS is a long-term decision, and as your organisation grows, your printing needs will change over time.

A good MPS partner will continue to work closely with you after you’ve implemented services in your firm, continually reassess your requirements and make sure they’re met.

Every business seeks ways to improve output and reduce costs. With printing still playing a significant role in many digitally-forward organisations, there’s no time like the present to stay on top of your document management processes with an MPS solution – you’d be surprised at how much you can save in the long run.

Managed Print Services is a flexible and scalable print solution that can meet the changing needs of your organisation in the new era of work. To learn how you can reduce your costs, minimise risk, improve your environmental footprint and gain greater control of your print environment, visit our Managed Print Services page.

KYOCERA Document Solutions provides document management solutions that improve document cost control and security, while delivering greater productivity, reliability and uptime.